HR Assistant - Ref# 418

Job Purpose

The HR Assistant will support the HR Coordinator to ensure the proper implementation of HR policies and regulations within the organisation. He/She will work under the supervision of the HR Coordinator to coordinate human resources activities, such as employment, compensation, benefits, training, and employee services. 

Main Responsibilities

Ensures implementation of HR processes as per Mercy-USA rules, regulations, policies and strategies;

Assist HR Coordinator and Head of Departments in the recruitment process; drafting job descriptions and vacancy announcements, and in preparing the  necessary recruitment documents;

Support and maintain the  human resources system and assist users/employees.

Identify legal requirements and government reporting regulations affecting human resources functions and ensuring policies, procedures, and reporting are in compliance

Implement new employee orientation programs to foster positive attitude within Mercy-USA and with external stakeholders.

Ensure a properly working filing system of personnel files with respect to relevant documents, contracts, and payment files, performance reviews, and terminations, and promotions.

Support and maintain benefits programs such as pension plans, vacation, sick leaves and employee assistance.

Support department heads in responding and handling all staff complaints. Advise management of the appropriate resolutions to employee related issues

Respond to personnel queries regarding policies, procedures, and programs

Support and manage performance appraisal review programs to ensure effectiveness, compliance, and equity within the organization

Assist HR Coordinator ensuring that policies comply with Lebanese local laws as well as attending any relevant legal hearings related to staff

Investigate accidents and prepare reports for insurance carriers where necessary. Coordinates Safety and Security Committee meetings and acts as Safety and Security assistant 

Support HR Coordinator or his representative in preparing a budget for human resources operations as well as security and personnel safety budget requirements.

Prepare reports and recommend procedures to reduce absenteeism and turnover. 

Maintaining the confidentiality of records including maintaining employee records, ensuring personnel files are updated and reviewed every 3 months, timely collection of personnel timesheets and time stamp review, supporting in the processing of wages on a monthly basis and maintaining records of absence, vacation and punctuality 

Maintaining applicant records including CVs, IDs and other relevant documentation. 

Ensure the HR processes and relevant templates are followed, well organized and well documented.

Ensure the staff have conducted the relevant required training(s) 

Keeping a high level of coordination with the project and finance team

Prepare any ad-hoc report request by the supervisor

Review the HR documents and ensure that all paper trails are completed in line with Mercy-USA policies and procedures

Minimum Hiring Requirements 

Bachelor’s degree in Human Resources Management; business Administration or related field

At least 1 year experience in Human Resources Management

Previous experience in administering entitlements & benefits, recruitment and contracts

Fluency in English and Arabic is required

Work experience with INGOs or NGOs is desirable

Competencies 

Core Values:

Respect for Diversity;

Integrity;

Professionalism

Core Competencies:

Awareness and Sensitivity Regarding Gender Issues;

Accountability;

Creative Problem Solving;

Effective Communication;

Team leader

Corporate Competencies: 

Demonstrate integrity and respect to Mercy-USA values and mission

Display cultural, religious, racial, gender, age and nationality sensitivity and adaptability along with respect to all

Promote vision, mission and strategic plan of Mercy-USA in Lebanon

An honest team-player with strong interpersonal skills

Functional Competencies: 

Strong knowledge of HR administration, processes and policies;

Ability to handle information of a confidential nature;

Good quantitative skills; ability to produce reports;

Strong IT skills

Accurately completes and organizes multiple tasks by taking into account priorities and deadlines along with potential interruptions

Ability to identify program challenges and plan and communicate alternatives for smooth implementation of programs

Builds and establishes proper and organized relationships with management, staff, partners and IP’s as required

Knowledge Management and Learning 

Ability to familiarize with new areas and people

Ability to deal with day-to-day stresses, complaints and field level security concerns that may arise 

Ability to use tools provided with little direction 

Ability to build new relations with individuals on the field in a comfortable and safe way 

Ability to differentiate between personal and business relations on the field

Self-Management

Self-motivated, quick learner with an initiative to perform well and beyond expectations

Calm and well-mannered under pressure 

Quick response to urgent requests for information

Takes and responds well to feedback 

Open to opposing and various opinions 

Energetic and positive about the work being conducted 

Focused on results and meeting deadlines